Introduction

This manual provides instructions for setting up and using the Collexia Payment Collection integration within the MaxMoney software. This integration facilitates automated payment collections via Collexia's Early Debit Order (ENDO) system, which replaces the previous RTDO system for users in Namibia.

Key Features

• Payment Tracking : Monitor the status of payments for up to 14 days.
• Flexible Service Types :
  • Same-Day: Processes payment on the current day (if submitted before 3:00 PM).
  • One-Day: Processes payment on the following business day.
• Automated Retries : If an installment fails, its status is automatically updated for a future retry attempt.
• Seamless Integration : Your existing merchant number remains unchanged, though minor updates to your mandate template may be required.

Chapter 1: Initial System Configuration

Before the Collexia integration can be used, a one-time setup must be performed by a system administrator.

1.1 Before You Begin

Ensure you have the following information and resources ready:

• Collexia Merchant GID : Mycomax Operations will request this integration ID from Collexia on your behalf.
• Mandate Template : The official document template must be provided by Collexia.
• User Training : The micro-lender's staff must be trained by Mycomax Operations on using the Collexia functions.

1.2 Enable Legal Entity and Product

First, the integration must be enabled for your legal entity.

1.3 Accounting Setup

Configure the necessary financial ledgers and events for tracking Collexia transactions.

1.3.1 Financial Ledger

Create a dedicated ledger for the Collexia merchant account.

• Navigate to Setup > Accounting > Financial Ledgers.
• Create a new ledger with the following settings:
  • Description: A descriptive name (e.g., Collexia Merchant Account).
  • Control Account Type : Bank Sub-Ledger
  • Financial Report : Statement of Financial Position
  • Display Financial Category on Report: Bank Control Account
  • VAT Type: None

1.3.2 Financial Events

Create a financial event for the new receipt type.

• Navigate to Setup > Accounting > Financial Event.
• Set up the event with the following logic:
  • Debit: The Collexia Control Account (created in step 1.3.1).
  • Credit : Debtors Control Account.
  • Event Attribute : ENDO Receipt

1.3.3 Link Event to Cash Box

Assign the newly created event to the appropriate branch cash boxes.

• Navigate to Setups > Branches .
• Select and edit the relevant branch.
• Link the ENDO Receipt event to the branch's cash box.

1.4 Document Setup

Configure the client mandate for Collexia debit orders.

• Navigate to Setup > Documents .
• Create a new document template with these attributes:
  • Event Attribute Type: ENDO Receipt
  • Language: English
  • CSP (Credit Service Provider): Collexia
  • Enabled: Yes (select the checkbox)
  • Template: Use the template file provided by Collexia.

1.5 Security Roles Setup

Assign permissions for using the Collexia functions to the appropriate user roles (e.g., Branch Manager, Global System Administrator).

• Navigate to Setups > Security > Roles .
• Select and Edit the relevant role.
• Grant access to the following permissions as required:

Permission Name	Recommended Role
LOAN: MaxCollect Parameters	Branch Manager
Processing: MaxCollect: Resubmission of Instalments	Branch Manager
SETUP: MaxCollect CSPs	System Administrator
SETUP: MaxCollect CSP User Setup	System Administrator
SETUP: MaxCollect General	System Administrator
SETUP: MaxCollect Tracking	System Administrator

1.6 MaxCollect CSP Setup

Finally, configure the Collexia CSP itself.

• Navigate to Setups > MaxCollect > CSPs .
• Create a new CSP setup with the following details:
• CSP: Collexia
  • Enabled: Yes
  • Payback Type : ENDO Receipt
  • Receipt Event : Select the ENDO Receipt event created in step 1.3.2.
  • Merchant No : Enter the GID provided by Collexia.

1.7 MaxCollect General Setup

Navigate to Setups > MaxCollect > General

Note:

• MaxCollect CSP User: no setup required
• MaxCollect Tracking: no setup required

Chapter 2: Daily Operations

Once the system is configured, branch users can begin setting up clients and loans for Collexia payment collections.

2.1 Employer Setup

If applicable, configure the employer's payback information.

• Navigate to Employer > Edit Employer.
• Go to the Payback Information tab.
• Set the Payback Type to ENDO.

2.2 Client Setup

The client's banking and payback details must be correctly configured.

2.2.1 Bank Details

• Navigate to Client Administration > Search for a Client > Edit Client > Banking .
• Click Edit Bank Account and carefully enter all information.
  • Important: Only approved banks and branch codes are allowed for this integration.
  • Verify the bank account type and account number are correct.
• Click Save .

2.2.2 Payback Details

• Navigate to Client Administration > Search for a Client > Edit Client > Payback Information .
• Set the following fields:
  • Payback Type : ENDO
  • Preferred CSP : Collexia
  • Tracking: 14 days

2.3 Creating a New Loan

When creating a loan for a client, ensure the correct payback options are selected.

• Navigate to Client Administration > Search for a Client > New Loan .
• During the loan creation process, set:
  • Payback Type : ENDO Receipt
  • CSP: Collexia

2.4 Managing Payback Instructions

After a loan is created, you can view the status of the debit order instruction.

• Navigate to Client Administration > Search for a Client > Loans .
• Select the relevant loan and go to Payback Instruction .
• Verify the following:
  • The Status is Active.
  • A CSP Reference number has been generated.
  • A Reference number is present.
• Click on Payback Instruction Instalments to see the status of individual installments, which should be At CSP.

Chapter 3: Processing and Reporting

3.1 Processing Payment Responses

To view the results of the daily debit order run:

Navigate to Processing > Logs > MaxCollect PHI Import .

Use the available options to review the payment batch:

Details: View the status of all payments in the batch.

Print All : Generate a report of all payments.

Print Success : Generate a report of only successfully receipted payments.

Print Error : Generate a report of payments that failed.

3.2 Viewing Receipt Details

To generate a detailed report of all receipts:

• Navigate to Reporting > Loan > Receipt Detail Report .
• Set the following filters to find the transactions:
  • Loan Statuses : Select all applicable statuses.
  • Date Range : Select the desired period.
  • Receipt Event : Choose the ENDO Receipt event.

Chapter 4: Troubleshooting

Problem 1: An error occurs within MaxMoney .

If a user reports an error after the module has been enabled:

• Action: Double-check all setup steps in Chapter 1. A misconfigured ledger, event, or CSP setting is the most common cause.

Problem 2: A CSP error appears during an enquiry .

If MaxMoney displays an error from Collexia (the CSP):

• Action: You must contact the service provider (Collexia) for assistance. Before contacting them, gather the following information:
  • Identify the Transaction:
    • Micro-lender's name
    • Client number and Loan number
    • The exact date and time the error occurred